Finance and Administration Level 2.5 Operations

Southwest Tennessee Community College is now at Level 2.5 of its Pandemic Preparedness Plan. Level 2.5 is a hybrid of Level 2 and Level 3. The College has gone 100% online for all operations (student, faculty and staff). Also, all buildings are closed.
The Pandemic Preparedness Plan includes an Incident Management Team that is comprised of the following:

    • Dr. Tracy Hall, President
    • Angela Webb, Director of Public Safety (emergency lead and coordinator with other agencies)
    • Jonathan Welden, Director of Physical Plant
    • Daphne Thomas, Executive Director of Marketing and Communications
    • Michael Boyd, Chief Information Officer
    • Cynthia Graham, VP External Relations
    • VP Academic Affairs
    • Jacque Faulkner, VP Student Affairs
    • Mike Neal, VP Finance & Administration

Southwest Pandemic Preparedness Plan Level 2.5 and Status

Description Status
Review and Approve Pandemic Preparedness Plan The plan has been reviewed and updated
Monitor situation Director Webb, Public safety, is monitoring and working closely with local emergency management officials
Identify all essential onsite personnel Essential personnel have been identified
Identify all essential off-site personnel Essential personnel have been identified
Director of Public Safety fit test all essential onsite personnel and order personal protection equipment (PPE) Public Safety has deployed PPE
All departments identify critical departmental functions and report to VP for Financial and Administrative Services Departments have reported critical functions to the VP F&A
Develop contingency plans for instruction and enrollment management procedure Student Affairs and Academic Affairs have developed plans and are executing on those plans
Computer Services - prepare for support of remote critical functions, remote access and increased system usage IT has laptops, desktops and is providing support for 100% online operations
Develop templates for communicating pandemic events to faculty, students and staff Communications has done this with the coronavirus website
Develop HR policies and procedures for handling work related issues during pandemic HR has developed this and the College is executing on it
Promote Stop the Spread of Germs Campaign When the College went to Level 2.5, employees were allowed to work from home, which materially helps to stop the spread

Human Resources

The operating hours of the College have not changed. As the situation involving COVID-19 continues to develop, changes may be necessary and updates will be provided as needed.

Benefits and Other Resources

Doctor's offices may be very busy and may not be able to provide immediate care and/or absentee documentation in a timely manner.  Employees covered by an Southwest group health plan are encouraged to enroll in the Telehealth Service Program (MDLIVE for Cigna members and PhysicianNow for BCBS members) for virtual medical consults:

Cigna Members

  • Log into MyCigna.com
  • Look for MDLive
  • Or, call 888-726-3171 for MDLive

BlueCross BlueShield Members

All employees and their dependents who are eligible for Southwest group health care benefits (even if you are not enrolled in the benefits program) have access to psychological counseling and crisis debriefing to individuals affected by the pandemic through the Employee Assistance Plan (EAP), which is Here4TN.  Some employees may want counseling services that could include loss of loved ones, health issues related to the disease, or financial hardship.

Employees who are enrolled in Southwest’s group benefits should make sure they have a copy of insurance cards and provider contact information for quick reference and use in case of provider visits or hospital admissions.  (Group Benefit Quick Reference)

Group Meetings and Events

All campus events and activities have been cancelled through May 31. Events thereafter are being evaluated and more information will be forthcoming.

Payroll

All payroll will operate as normal. Employees paid twice monthly will continue to be paid twice monthly. Employees that are paid monthly will continue to be paid monthly.

Employees who receive an actual paycheck are strongly encouraged to complete a payroll direct deposit form (Payroll Direct Deposit).
Faculty will be paid per their Faculty Agreements and paychecks will be provided through the normal method.

Links to Additional HR Resources/Policies

Physical Plant

The college is engaged in the normal daily cleaning of all buildings. This continues and will throughout the COVID-19 outbreak. Additional processes of cleaning have been implemented.

The college is engaged in a comprehensive effort to disinfect all buildings in compliance with Center for Disease Control and Prevention recommended products. These disinfecting efforts are reinforced through additional training and outside support from qualified professional service firms.

In addition to our normal cleaning and sanitizing that is occurring on all college campuses, a substantial deep cleaning effort is underway. This will occur through the first week of April.

All campus events and activities are canceled through May 31. Events thereafter are being evaluated and more information will be forthcoming.

Access to Campus and Public Safety

The College is closed indefinitely.

Travel

All international travel has been cancelled through May 31. International travel beyond May 31 is being evaluated and more information will be forthcoming. Students that paid deposits for international travel will receive refunds by March 31.

All business travel has been cancelled until further notice.

Purchasing

Purchasing operations will continue as normal. All employees are encouraged to submit receiving reports. It is imperative that departments timely submit receiving reports as items are received.
In cases for employees working remotely, receiving will be done via official Southwest e-mail from authorized approvers. During this time, additional signatures will not be required to process a receiving report. Please send your receiving information to egolden@southwest.tn.edu. The Receiving Report can be found at http://www.southwest.tn.edu/documents/Purchasing/.

Vendor Payments

Vendors will be paid as normal. Invoices will be processed as normal.

Bookstores

The campus bookstores will be closed. However, textbooks and other materials may be purchased online at the Southwest Bookstore/Follett website. The bookstore’s priority is to ensure the campus community has textbooks and other essential items. Please check the campus store website for updates.

Online Campus Store

https://www.bkstr.com/swtennesseeccmaconstore

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